905.1 Community Use of School District Facilities & Equipment

School district facilities and equipment will be made available to local nonprofit entities which promote cultural, educational, civic, community, or recreational activities.  "Entity(ies)" will include organizations, groups and individuals and their agents.  Any district employee using district-owned property or facilities for a use outside their duties as an employee is doing so as a community member, and not as a district employee.  Prior to using district resources for activities outside the scope of their job duties, employees must meet the requirements to be considered a qualifying entity.  Such use will be permitted only when the use does not interfere with or disrupt the education program or a school-related activity, the use is consistent with state law, and will end no later than midnight.  It is within the discretion of the board to allow for-profit entities to use school district facilities and equipment.  The board reserves the right to deny use of the facilities and equipment to an entity.  It is within the discretion of the superintendent to allow use of school district facilities and equipment on Sundays.

 

Entities that wish to use school district facilities or equipment must apply at the superintendent’s office.  It is the responsibility of the board secretary or superintendent to determine whether the school district facility or equipment requested is available and whether the application for use meets board policy and administrative regulations.  It is the responsibility of the superintendent and board secretary to provide application forms, obtain proof of insurance, and draw up the contract for use of school district facilities and equipment.

 

Use of school district facilities and equipment by entities will be supervised by a school district employee unless special prior arrangements are made with the superintendent.  The school district employee will not accept a fee from the entity using school district facilities and equipment.  If appropriate, the school district employee may be paid by the school district.  Notwithstanding the foregoing, the entity using school facilities shall be solely responsible for supervising the activities conducted at the facilities and for assuring the safety of persons participating or attending, and for comply with applicable laws and district policies and rules pertaining to the use of school district facilities.

 

Entities that use school district buildings, or equipment, or sites must leave the building or site in the same condition it was in prior to its use.  Inappropriate use of school district facilities and equipment may result in additional fees charged to, or the inability of, the entity to use school district facilities or equipment in the future. 

 

The board may allow entities, such as the Boy and Girl Scouts and 4-H, to use the school district facilities and equipment without charge.  While such entities may use the facilities and equipment without charge, they may be required to pay a custodial fee.

 

It is the responsibility of the superintendent to develop a fee schedule for the board's approval and to develop administrative regulations regarding this policy.

 

 

NOTE:  This policy requires that all users of school district facilities provide proof of insurance.  This is not a legal requirement.  It is there for the protection of the school district.  Prior to waiving insurance requirements for groups, a school district should check with its insurance carrier to clarify coverage.

 

This policy also addresses use of the school district's ICN classroom.  Language in brackets and italics should be used only if the district maintains an ICN classroom.  Otherwise, remove this language and DO NOT USE 905.1R1, 905.1R2, 905.1E1 and 905.1E2.  The language the fifth paragraph addresses the school district's sponsorship of outside groups use of the ICN.  Boards can limit their sponsorship if they choose.    The policy is also written to pass on the ICN costs to the sponsored group.

 

The language in the sixth paragraph represents mandatory policy language.  The seventh paragraph is language that is recommended but is not mandatory.  The supporting administrative regulations address matters specific to ICN classroom use for the board's consideration.  The new ICN regulation is at 905.1R2.

 

 

 

 

Legal Reference:           Iowa Code §§ 8D; 123.46; 276; 278.1(4); 279.8; 297.9-.11.

Cross Reference:           704      Revenue

 

Approved 11-15-04      Reviewed 6-16-08; 6-19-19; 4/19/21        Revised 4/19/21

Attachment: 
PDF icon ICN Room use Regulation Agreement

905.1R1 Community Use of School District Facilities & Equipment Regulation

1.      Alcoholic beverages will not be brought to or consumed in the school district facilities or grounds.

2.      Smoking is prohibited in school district facilities.

3.      A custodian or employee must be present while the school district facility or equipment is being used by an entity.

4.      After a school district facility or site has been used by an entity, cleaning, including restoring the facility or site to the condition it was in prior to its use, will be done by employees assisted by a committee from the entity. The fee charged to the entity for the use of the facility or site will include these costs. However, if excessive costs are involved in cleaning or otherwise restoring the facility or site to the condition it was in prior to its use, the board reserves the right to charge the entity for these excessive costs.

5.      After school district equipment has been used by an entity, the equipment must be returned to the school district in the condition it was in prior to its use. The fee charged to the entity for the use of the equipment will include these costs. However, if excessive costs are involved in restoring the equipment to the condition it was in prior to its use, the board reserves the right to charge the entity for these excessive costs.

6.      Entities are required to stay within the area of the school district facility or site and use only the school district equipment authorized by the school district for use by the entity. Other school district facilities, sites, or areas in the school district building or equipment are off limits to the entity.

7.      A cancellation after the facility or equipment is made ready for the entity will be charged at the full rate. Cancellations made prior to that time will be charged a minimum cancellation fee or the costs incurred to the school district in anticipation of the entity's use, whichever is greater.

905.1R2 ICN Room Use Regulation

The ICN is a statewide telecommunications network designed primarily to enhance learning opportunities for students, employees and board members. The school district recognizes that it is not the only authorized user of the ICN and other users will frequently be using the school district's ICN facilities. Sponsored and authorized users of the ICN must comply with state and federal law in using the ICN.

Technology coordinator is responsible for coordinating ICN classroom use. Requests for use of the ICN classroom by employees for the educational program are filed with the principal and technology coordinator.

It is the responsibility of the entity using the ICN classroom to comply with the requirements of the law and school district policy and its supporting administrative regulations.
 

  1. The ICN is a limited access network and sponsored or authorized users cannot use the system for profit making ventures.
  2. The use must be consistent with the mission of the sponsored or authorized user.
  3.  Users cannot resell time on the ICN.
  4. Sponsored and authorized users are responsible for compliance with the Americans with Disabilities Act and Iowa Civil Rights Act. Sponsored and authorized users are responsible for making the necessary accommodations and are responsible for obtaining and paying for needed interpreters or interpretive equipment.
  5. Sponsored and authorized users are required to stay within the ICN classroom and use the most direct route to the ICN classroom. Other school district facilities, sites, areas in a the school district building or equipment are off limits to the authorized users.*
  6. The charge for use of the ICN room is $ 12.50 per hour.
  7. The ICN will be available Monday through Friday 7:00 a.m. to 10:30 p.m. and Saturday, 8:00 a.m. to 4:00 p.m.
  8. The sponsored or authorized user is responsible for all site and site usage charges.
  9.  A school district employee will be present in the school district facility while the ICN is in use.*
  10.  Food and drink is not permitted in the ICN room.*
  11.  First time use of the ICN will require prior training and should be organized through the school district ICN scheduler by the technology coordinator.
  12. Use or transmission of copyrighted material, without prior approval of the copyright holder, is strictly prohibited. Appropriate use of the copyrighted material is the responsibility of the sponsored or authorized user, not the school district.*
  13. The school district reserves the right to amend these rules as necessary to reflect the ICN's usage and changes at the state or federal level.*
  14. The school district reserves the right to charge all costs, including attorneys' fees, that may arise to the authorized user for the sponsored or authorized user's failure to comply with the law, board policy and administrative regulations.

 

*Items with an asterisk are not legal requirements but are items that should be considered when writing an ICN room usage regulation.